Terms & Conditions

Standard Products – Terms and Conditions of Sale 

Company Details: Round Wood of Mayfield Limited 

Company No. 06791312 

Round Wood, Newick Lane, Mayfield, East Sussex TN20 6RG 

Email: sales@roundwood.com 

VAT Number: GB944783973 

1. Application and Definitions

1.1 These Terms of Sale apply to all purchases of Standard Products made: 

• Through our website at www.roundwood.com 

• By telephone, email, or other distance selling methods 

• In-store at our premises at Round Wood, Newick Lane, Mayfield, East Sussex TN20 6RG 

• In-store at our premises at Maynard’s Farm, Lamberhurst Quarter, Lamberhurst Kent TN3 8AL 

1.2 Definitions: 

• “Company” means Round Wood of Mayfield Limited 

• “Customer” means the person placing an order for Standard Products 

• “Consumer” means an individual acting for purposes wholly or mainly outside their trade, business, craft or profession 

• “Standard Products” means ready-made products available from our standard inventory without customer design input (excluding Custom Order Goods which are subject to separate terms) 

• “Distance Contract” means any contract concluded between us and a Customer under an organised distance sales scheme without the simultaneous physical presence of both parties 

• “In-Store Purchase” means any purchase made at our physical premises with simultaneous presence of both parties 

1.3 These conditions override any terms the Customer may seek to impose and form the entire agreement between the parties. 

2. Orders and Contract Formation

2.1 Product information on our website constitutes an invitation to treat, not an offer to sell. 

2.2 Your order constitutes an offer to purchase Standard Products, which we may accept or decline at our discretion. 

2.3 A contract is formed when we send you an order confirmation email. We reserve the right to decline orders without giving reasons. 

2.4 You are responsible for ensuring all order details are correct, including delivery address, contact information, and product specifications. 

2.5 We reserve the right to cancel orders where products are out of stock, discontinued, or incorrectly priced due to technical error. 

3. Pricing and Payment

3.1 All prices are in British Pounds Sterling and include VAT where applicable. 

3.2 Prices displayed on our website are correct at the time of publication but may change without notice. 

3.3 The price payable is that displayed on our website at the time you place your order, subject to clause 3.5. 

3.4 Delivery charges are additional and will be clearly displayed before you complete your order. 

3.5 We reserve the right to correct pricing errors. If we discover an error after you have placed an order, we will contact you immediately and offer you the option to: 

• Purchase at the correct price 

• Cancel your order with no obligation 

3.6 Payment must be made in full before dispatch unless credit terms have been agreed in writing. 

3.7 We accept major credit/debit cards and other payment methods as displayed on our website. 

4. Consumer Cancellation Rights

4.1 Distance Selling – 14-Day Cancellation Period: If you are a Consumer purchasing through Distance Contract, you have the right to cancel your order within 14 days of receiving the goods without giving any reason. 

4.2 In-Store Purchases: For In-Store Purchases, we offer discretionary returns of non-faulty goods, subject to the conditions in Section 5. 

4.3 How to Cancel Distance Contracts: To exercise your cancellation right for Distance Contracts, you must inform us of your decision by a clear statement sent to: 

• Email: sales@roundwood.com 

• Post: Round Wood of Mayfield Ltd, Round Wood, Newick Lane, Mayfield, East Sussex TN20 6RG 

• Phone: 01435 867 072 

4.4 Cancellation Deadline: For Distance Contracts, the cancellation period expires 14 days after the day you (or a third party other than the carrier indicated by you) acquire physical possession of the goods. 

4.5 Model Cancellation Form: For Distance Contracts, you may use the model cancellation form below, but it is not obligatory: 

“To Round Wood of Mayfield Limited, Round Wood, Newick Lane, Mayfield, East Sussex TN20 6RG, sales@roundwood.com: 

I hereby give notice that I cancel my contract of sale of the following goods: [insert details] 

Ordered on: [date] / Received on: [date] 

Name of consumer: [name] 

Address of consumer: [address] 

Signature of consumer: [signature] (only if this form is notified on paper) 

Date: [date]” 

5. Returns Process and Refunds

5.1 Distance Contracts – Statutory Returns: 

5.1.1 Condition of Returned Goods: Goods must be returned in their original condition, unused, undamaged, and in original packaging where possible. 

5.1.2 Return Shipping: You must return the goods within 14 days of informing us of your cancellation. Return shipping costs are your responsibility unless the goods are faulty. 

5.1.3 Refund Timeline: We will refund all payments received from you, including standard delivery costs, within 14 days of receiving the returned goods. 

5.1.4 Refund Method: Refunds will be made using the same payment method you used for the original transaction. 

5.1.5 Diminished Value: We may make a deduction from the refund for any diminished value of the goods resulting from handling beyond what is necessary to establish their nature, characteristics, and functioning. 

5.2 In-Store Purchases – Discretionary Returns: 

5.2.1 For non-faulty In-Store Purchases, returns are accepted at our discretion and subject to: 

• Goods being unused, undamaged, and in original condition 

• Original receipt or proof of purchase 

• Return within 28 days of purchase 

• 10% restocking fee (may be waived at our discretion) 

5.2.2 We reserve the right to refuse returns of In-Store Purchases that do not meet these conditions. 

5.3 All Purchases – General Return Conditions: 

5.3.1 Some items may not be returnable for hygiene or safety reasons – this will be clearly stated at point of sale. 

5.3.2 Custom-cut or specially ordered items cannot be returned unless faulty. 

6. Exceptions to Distance Selling Cancellation Rights

6.1 The right of cancellation for Distance Contracts does not apply to: 

• Goods made to your specifications or clearly personalised 

• Goods which are liable to deteriorate or expire rapidly 

• Sealed goods which are not suitable for return due to health protection or hygiene reasons and which have been unsealed after delivery 

• Any other goods which by their nature cannot be returned 

7. Faulty or Damaged Goods – Consumer Rights

7.1 First 30 Days – Right to Reject: You have the legal right to reject faulty goods and receive a full refund if you report the fault within 30 days of delivery. 

7.2 30 Days to 6 Months – Repair or Replacement: After 30 days but within 6 months, we will repair or replace faulty goods. If repair or replacement fails, you may claim a refund. 

7.3 After 6 Months: You may still claim for up to 6 years from purchase (5 years in Scotland), but you must prove the fault existed at delivery. 

7.4 Reporting Damage in Transit: Report damage within 48 hours of delivery with photographic evidence. 

7.5 Our Responsibilities for Faulty/Damaged Goods: 

• We cover all return shipping costs 

• We provide written confirmation that transit damage during return won’t affect your refund rights 

• Alternative return to our store can be arranged 

8. Delivery and Collection

8.1 Delivery Services: We offer delivery throughout the UK for Distance Contracts. Delivery charges and timeframes vary by location and will be displayed at checkout or confirmed when ordering by phone/email. 

8.2 Collection from Store: Customers will be contacted to arrange a collection date, time and location. Collections are available from our premises during opening hours. 

8.3 Delivery Estimates: Delivery dates are estimates only and time is not of the essence unless expressly agreed in writing. 

8.4 Failed Delivery: If you are not available to receive delivery, we will attempt redelivery or goods may be left with neighbours (with your consent) or at a secure location. 

8.5 Risk Transfer: 

• For deliveries: Risk passes to you upon delivery 

• For collections: Risk passes when goods leave our premises 

8.6 Inspection: Check goods immediately upon receipt/collection. 

8.7 Undeliverable Orders: If goods cannot be delivered due to incorrect address details or your unavailability, additional charges may apply for redelivery. 

9. Product Information and Natural Variations

9.1 Product Descriptions: We make every effort to ensure product descriptions and images are accurate. However, individual perception may vary and products may appear different depending on viewing conditions and screen settings. 

9.2 Natural Materials: Many products are made from natural materials and manufactured by hand. Variations in: 

• Colour and grain patterns 

• Size and texture 

• Density and weight 

• Surface characteristics 

are normal and do not affect your statutory rights regarding quality and fitness for purpose. 

9.3 Samples: Any samples provided are indicative only. Natural variation between samples and delivered goods is to be expected. 

10. Business Customer Terms

10.1 If you are purchasing for business purposes, the Consumer Rights Act 2015 may not apply, and different cancellation terms apply. 

10.2 Business customers may return non-faulty goods only with our prior written consent and subject to: 

• 10% restocking fee 

• Goods being unused and in original condition 

• Customer bearing all shipping costs 

10.3 Credit terms for business customers require separate written agreement. 

11. Limitation of Liability

11.1 Nothing in these terms excludes or limits our liability for: 

• Death or personal injury caused by negligence 

• Fraud or fraudulent misrepresentation 

• Defective products under the Consumer Protection Act 1987 

• Any other liability that cannot be excluded by law 

11.2 Subject to clause 11.1, our total liability is limited to the price paid for the goods. 

11.3 We are not liable for indirect, special, or consequential losses. 

12. Data Protection

12.1 We process your personal data in accordance with our Privacy Policy available on our website. 

12.2 By placing an order, you consent to us processing your data for order fulfilment, customer service, and legitimate business interests. 

13. Complaints Procedure

13.1 Initial Contact: Contact our team by phone for immediate resolution of concerns. 

13.2 Formal Complaints: Email sales@roundwood.com with: 

• Your name and contact details 

• Order details 

• Full description of the complaint 

13.3 Our Response Process: 

• Acknowledgment within 24 hours 

• Investigation completed within 3 working days 

• Written response with findings and proposed resolution 

• Appeals to Managing Director at zac@roundwood.com 

13.4 Alternative Dispute Resolution: If you remain dissatisfied, you may use: 

• Citizens Advice consumer service 

• Trading Standards 

• Online Dispute Resolution platform (for online purchases): https://ec.europa.eu/consumers/odr/ 

14. Force Majeure

14.1 We are not liable for delays or failures due to circumstances beyond our reasonable control, including but not limited to: 

• Acts of God, severe weather 

• Government actions, strikes 

• Supplier failures, transport delays 

• Cyber attacks, system failures 

15. General Terms

15.1 Entire Agreement: These terms constitute the entire agreement and supersede all prior agreements and representations. 

15.2 Severability: If any provision is found unenforceable, the remainder remains in effect. 

15.3 Waiver: Failure to enforce any provision does not constitute a waiver of our rights. 

15.4 Assignment: You may not assign your rights under these terms. We may assign our rights and obligations. 

15.5 Third Party Rights: Only you and we have rights under these terms. 

16. Governing Law and Jurisdiction

16.1 These terms are governed by English and Welsh law. 

16.2 For Consumer contracts, you may bring proceedings in the courts of your home country. 

16.3 For Business contracts, the English courts have exclusive jurisdiction. 

Last Updated: 9 September 2025 

Contact Information: Round Wood of Mayfield Limited 

Round Wood, Newick Lane, Mayfield, East Sussex TN20 6RG 

Email: sales@roundwood.com 

Phone: 01435 867 072 

By placing an order through our website or other distance selling methods, you confirm that you have read, understood, and agree to be bound by these Conditions of Sale. 

 

Custom Order Products and Related Services – Terms and Conditions of Sale 

1. Definitions and Application

1.1 “Seller” refers to Round Wood of Mayfield Limited (Company No. 06791312), located at Round Wood, Newick Lane, Mayfield, East Sussex TN20 6RG. 

1.2 “Buyer” refers to the individual, firm, or company purchasing Custom Order Goods or Services from the Seller. 

1.3 “Custom Order Goods” means products that are part of the Seller’s standard business inventory but require an element of design input by the customer, including timber structures, frames, and related products made to customer specifications. 

1.4 “Standard Products” means ready-made products available from the Seller’s standard inventory without customer design input. 

1.5 “Services” means design, manufacturing, and installation services related to the Custom Order Goods. 

1.6 “Consumer” means an individual acting for purposes that are wholly or mainly outside that individual’s trade, business, craft or profession. 

1.7 “Site” means the location specified by the Buyer where the Custom Order Goods are to be delivered and/or where the Services are to be performed, including all associated access routes and working areas. 

1.8 These terms and conditions shall apply to all contracts for the sale of Custom Order Goods and provision of Services by the Seller to the exclusion of all other terms and conditions, including any which the Buyer may purport to apply under any purchase order, confirmation of order, or similar document. 

2. Quotations and Orders

2.1 Quotation Status and Validity: Quotations issued by the Seller are valid for 14 days from the date of issue, unless otherwise specified. A quotation does not constitute an offer and is provided for informational purposes only to enable the Buyer to make an informed decision about whether to place an order. 

2.2 Seller’s Rights Regarding Quotations: The Seller reserves the right to modify or withdraw a quotation at any time prior to the Seller’s acceptance of the Buyer’s order. Until an order is accepted, no binding contract exists. 

2.3 Buyer’s Responsibility for Order Accuracy: The Buyer shall be responsible for ensuring the accuracy of the terms of any order submitted. By submitting an order, the Buyer is making an offer to purchase the Custom Order Goods and Services on the terms specified. 

2.4 Contract Formation: No order submitted by the Buyer shall be deemed accepted by the Seller until written acknowledgment is issued or (if earlier) the Seller commences work on the order. Only upon such acceptance does a binding contract come into existence between the parties. 

 

3. Pricing and Payment

3.1 The price of the Custom Order Goods and Services shall be as stated in the Seller’s quotation. 

3.2 The payment schedule set forth in the quotation is binding and must be strictly adhered to by the Buyer. Failure to comply with the payment schedule may result in delays or cancellation of the order at the Seller’s discretion. 

3.3 If the Buyer fails to make any payment on the due date, then without prejudice to any other right or remedy available to the Seller, the Seller shall be entitled to: 

• a) Cancel the contract or suspend any further deliveries or services; 

• b) Charge the Buyer interest on the amount unpaid at the rate of 4% per annum above the Bank of England base rate from time to time until payment in full is made. 

4. Delivery and Performance of Services

4.1 The Seller shall deliver the Custom Order Goods and perform the Services at the location specified in the Buyer’s order. 

4.2 Delivery Schedule, Design Changes, and Storage: 

• a) Upon receipt of the Buyer’s approval of the final design or specification, the Seller will schedule the manufacturing at the earliest opportunity and aim to deliver as soon as possible thereafter. 

• b) Any dates quoted for delivery of the Custom Order Goods or performance of the Services are approximate only. Time for delivery shall not be of the essence of the contract unless previously agreed by the Seller in writing. 

• c) Any amendments to the design or specification after final approval may incur additional costs and may affect the delivery schedule. 

• d) The Buyer should inform the Seller as soon as possible of any anticipated delays on site. A subsequent request to delay the delivery for any reason may result in deterioration of the Custom Order Goods for which the Seller cannot be held responsible. 

• e) Refitting or reworking of the Custom Order Goods, if required due to delays or changes requested by the Buyer, may incur additional costs. 

• f) If delays occur due to limited storage facilities, manufactured products may be stored outside and exposed to the elements. As a result, the Custom Order Goods may show signs of weathering or deterioration. The Seller cannot be held responsible for such effects caused by necessary storage conditions. 

4.3 Risk of damage to or loss of the Custom Order Goods shall pass to the Buyer upon delivery. 

5. Site Preparation and Access

5.1 The Buyer shall ensure that the site is properly prepared before the Seller commences work, including any groundwork or foundations as per the Seller’s specifications. 

5.2 Unless otherwise arranged with the Seller, the Buyer is responsible for: 

• a) Ensuring suitable access for delivery vehicles, including any necessary permits or permissions for large or heavy vehicles. 

• b) Providing safe and sufficient access to install work access equipment, such as scaffolding, in compliance with all relevant health and safety regulations. 

• c) Adequate space for material storage and assembly. 

• d) Access to utilities such as water and electricity as required for the performance of the Services. 

• e) Necessary safety equipment and measures in compliance with current safety standards. 

5.3 The Buyer shall indemnify the Seller against all losses, damages, costs and expenses awarded against or incurred by the Seller as a result of the Buyer’s failure to comply with its obligations under this clause. 

6. Material Characteristics and Maintenance

6.1 The Buyer acknowledges that products supplied may be made from natural materials subject to variation in colour, texture, and other characteristics. 

6.2 Where timber products are supplied, the Buyer acknowledges that: 

• a) Natural timber contains tannins which may leach out and stain adjacent materials. This natural process may last for several months. 

• b) Tannin can cause discoloration where timber has been in contact with metal fixings. 

• c) Timber has natural moisture content and may warp, twist, split, or otherwise move as it seasons. 

• d) Timber may contain indications of historic insect activity, which are considered natural characteristics and not defects. 

• e) Timber weatherboarding is subject to movement due to seasonal changes and may develop weathering patterns over time. 

• f) Active insect infestation present at the time of delivery that materially affects the structural integrity or functionality of the Custom Order Goods shall be addressed under the warranty provisions in Section 8. However, insect activity that develops after delivery due to site conditions, storage practices, environmental factors, or normal exposure is excluded from warranty coverage and remains the Buyer’s responsibility to address. 

6.3 The characteristics described in this section are inherent to the natural materials used and are not recognised as defects in the Products by the Seller. 

6.4 Post-installation cleaning or finishing services are not included in the standard price and can be provided at an additional cost if requested. 

 

7. Regulatory Compliance

7.1 The Buyer is solely responsible for ensuring the project complies with all relevant building regulations, planning permissions, and legal requirements. 

7.2 Permits and Approvals: Obtaining all necessary permits and approvals is solely the Buyer’s responsibility, including but not limited to: 

• a) Planning permission and building regulations approval 

• b) Listed building consent or conservation area consent where applicable 

• c) Environmental permits and tree preservation orders 

• d) Party wall agreements and neighbor notifications 

• e) Access permits for construction vehicles and equipment 

• f) Utility connections and modifications approvals 

• g) Any other regulatory approvals required by local, regional, or national authorities 

The Seller will, within the scope of its expertise as manufacturers, provide reasonable assistance in facilitating the Buyer’s obtainment of permits and approvals by supplying technical specifications, drawings, or product information as may be required for permit applications. However, the Seller accepts no liability whatsoever for any failure to obtain such permits or approvals, any delays caused by the permit process, or any costs incurred in connection with permit applications or appeals. The Buyer acknowledges that project timelines may be affected by permit processes and that the Seller cannot be held responsible for delays outside of its control. 

8. Warranties and Liability

8.1 The Seller warrants that the Custom Order Goods will be free from material defects for 6 years from the date of delivery. For the purpose of this warranty, material defects are defined as: 

• a) Structural defects that compromise the integrity of the manufactured products 

• b) Manufacturing errors that significantly impair the functionality of the Custom Order Goods 

• c) Deviations from the agreed specifications that materially affect the intended use of the Custom Order Goods 

The natural characteristics of materials as described in Section 6.1 and Section 6.2(a) through (e) are expressly excluded from this warranty. However, active insect infestation as described in Section 6.2(f) shall be covered under this warranty where it meets the criteria specified in that section. 

8.2 The Seller warrants that the Services will be performed with reasonable skill and care. 

8.3 These warranties do not cover issues arising from normal wear and tear, misuse, failure to follow the Seller’s maintenance instructions, or any alterations made without the Seller’s written consent. 

8.4 The Seller’s total liability in contract, tort (including negligence), breach of statutory duty, or otherwise, shall be limited to the price paid for the Custom Order Goods and Services. 

9. Insurance

9.1 The Seller maintains the following insurance coverage: 

• a) Employer’s Liability Insurance: £10 million 

• b) Public Liability Insurance: £5 million 

• c) Products Liability Insurance: £5 million 

9.2 Certificates of insurance can be provided upon request. 

10. Cancellation of Orders and Consumer Rights

10.1 Consumer Cancellation Rights: 

• a) If the Buyer is a Consumer purchasing Custom Order Goods or Services, they have the right to cancel the contract within 14 days of the contract being made, in accordance with the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013. 

• b) However, Consumers expressly acknowledge that Custom Order Goods are made to their personal specifications and therefore the right of cancellation under the Consumer Contracts Regulations may not apply to such goods under regulation 28. 

• c) For Services, if performance has begun with the Consumer’s express consent and acknowledgment that they will lose their right of cancellation once the service is fully performed, the right of cancellation may be lost. 

10.2 Business Customer Cancellation: 

• a) Business customers may cancel an order only with the written consent of the Seller and on terms that the Buyer shall indemnify the Seller in full against all losses (including loss of profit), costs, damages, charges and expenses incurred by the Seller as a result of cancellation. 

10.3 General Cancellation Terms: 

• a) In the event of cancellation, the Buyer shall be liable for payment for all work completed up to the point of cancellation, including materials ordered specifically for the Buyer’s project. 

• b) The Seller reserves the right to cancel the order if the Buyer breaches any of its obligations under these terms and conditions, including failure to make payments according to the agreed schedule. 

11. Complaints and Dispute Resolution

11.1 Complaints Procedure: 

• a) If the Buyer is unhappy with any aspect of the Seller’s service or products, the Buyer should first contact a member of the Seller’s team by phone, who may be able to resolve the concern immediately. 

• b) If the concern cannot be resolved immediately and the Buyer wishes to make a formal complaint, the Buyer should email sales@roundwood.com with their name, contact telephone number, and the details of the complaint. 

• c) The Seller will acknowledge receipt of the complaint within 24 hours. 

• d) The Seller will investigate the claim and aim to complete this investigation within 3 days. The Seller will contact the Buyer if the investigation is likely to take longer than this period. 

• e) The Seller may need to contact the Buyer to clarify points or obtain more details about the complaint. 

• f) Once the investigation is complete, the Seller will respond to the Buyer’s email with a written description of the findings and any further actions the Seller may be taking to resolve the matter. 

• g) If the Buyer is dissatisfied with this response, they may appeal to the Seller’s Managing Director by email at zac@roundwood.com. The Managing Director will review the investigation and its findings with respect to the Buyer’s claim and contact the Buyer with his final decision. 

11.2 If the dispute is not resolved through the complaints procedure, any dispute arising under or in connection with these terms and conditions shall be referred to mediation in accordance with the Centre for Effective Dispute Resolution (CEDR) Model Mediation Procedure. 

11.3 If the dispute is not settled by mediation within 14 days of commencement of the mediation or within such further period as the parties may agree in writing, the dispute shall be referred to and finally resolved by arbitration under the London Court of International Arbitration (LCIA) Rules. 

12. Governing Law and Jurisdiction

12.1 These terms and conditions and any dispute or claim arising out of or in connection with them or their subject matter or formation (including non-contractual disputes or claims) shall be governed by and construed in accordance with the law of England and Wales. 

12.2 Subject to the dispute resolution provisions in Section 11, the parties irrevocably agree that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim that arises out of or in connection with these terms and conditions or their subject matter or formation (including non-contractual disputes or claims). 

 

By placing an order with the Seller, the Buyer acknowledges that they have read, understood, and agree to be bound by these terms and conditions. These terms supersede any previous agreements or representations and may only be modified in writing by an authorized representative of the Seller.